Procedure for writing the events and recording the Date of Birth in the Service Book

As per Maharashtra Civil Services Rules, 1981 procedure to write the events and recording the date of Birth in the service book, which is as follows:

1. In the service book every step in a Government servant's official life, including temporary and officiating promotions of all kinds, increments and transfers and leave availed of should be regularly and concurrently recorded, each entry being duly verified with reference to departmental orders, pay bills and leave account and attested by the Head of the Office. If the Government servant is himself the Head of an office, the attestatio should be made by his immediate superior.
2. While recording the date of birth, the following procedure should be followed:

• The date of birth should be verified with reference to documentary evidence and a certificate recorded to that effect stating the nature of the document relied on;
• In the case of a Government Servant the year of whose birth is known but not the date, the 1st July should be treated as the date of birth;
• When both the year and the month of birth are known, but not the exact date, the 16th of the month should be treated as the date of birth;
• In the case of a Government servant who is only able to state his approximate age and who appears to the attesting authority to be of that age, the date of birth should be assumed to be the corresponding date after deducting the number of years representing his age from his date of appointment;
• When the date, month and year of birth of a Government servant are not known, and he is unable to state his approximate age, the age by appearance as stated in the medical certificate of fitness, in the form prescribed in rule 12 should be taken as correct, he being assumed to have completed that age on the date the certificate is given, and his date of birth deduced accordingly;
• When once an entry of age or date of birth has been made in a service book no alteration of entry should afterwards be allowed, unless it is known, that the entry was due to want of care on the part of some person other than the individual in question or is an obvious clerical error;

Officers of a rank not lower than the Principal District Officer in the Department concerned may correct errors in the service book which are obviously clerical. Cases in which the correctness of the original entry is questioned on other grounds should be referred to a competent authoriy.

Finger-prints of a Government servant who is not literate enough to sign his name in English, Hindi or Marathi should be recorded in the column headed "Personal Marks of Identification" in the service book itself. The impressions should not be taken on separate slips of paper and pasted to the service book.

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